Learn how to modify Award information in response to amendments, no cost extensions, and other project changes in MSU's new research administration system.

1. Award Modifications in KC
Amendments, No Cost
Extensions, and Changes
Requiring Sponsor Approval
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2. Today’s Goals
1. Provide information on the basics - KC101
2. Review procedural differences between
Award activities in Account Explorer and KC
3. Review information on how to Search for an
Award document, process No Cost
Extensions, Amendments and Changes
Requiring Sponsor Approval in KC
4. Practice what you’ve learned today!
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3. KC 101-The Basics:
Terminology, Common
Features and Actions
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4. Common Workflow Action Buttons
Approve: Signifies you consent to the document/project as outlined in the
e-Doc.
Reject: Returns the document to the document Initiator when the
reviewer has identified changes that are required for approval.
Disapprove: Signifies that you do not consent to document/project
continuing. Be aware that disapproving an e-Doc prevents any further
action to the e-Doc.
FYI: Indicates review of an e-Doc that has been routed to you for
informational purposes.
Acknowledge: Signifies you have reviewed an e-Doc that has been routed
to you as the result of a change in the data, attachments, or status of the
e-Doc.
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5. Searching for an
Award in KC
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6. Locating an Award in KC
 Click the Central Admin tab
 From the Post-Award channel, click the Awards lookup
icon
• Enter Award ID or use search functionality
• Award appears below lookup table, select option in
Actions column to access
OR
 Click the Institutional Proposal lookup icon
• Enter Institutional Proposal number
• Enter search criteria
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7. No Cost Extensions
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8. No Cost Extension (NCE) - Current State
2. Review
request for
agency
requirements
3. Approve
via Expanded
Authority or
send request
for NCE to
Sponsor
4. Receive
amendment
or notice
from Sponsor
5. Amend
account in
KFS and
Account
Explorer
6. Send
notification
to PI
1. Receive
request for
NCE from PI
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9. No Cost Extension - KC
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2. Review
request for
sponsor
requirements
3. Approve
via Expanded
Authority or
send request
for NCE to
Sponsor
4. Receive
approval
notice from
Sponsor
5. Amend
Award dates
in KC
1. Receive
request for
NCE from PI
6. Amend
Account
dates in KFS

10. Changing End Date
1. From the Award document click time & money
2. Click edit (Note: The Edit button will need to be selected for any
entries following the initial entry)
3. From the Award Hierarchy panel, select No Cost
Extension from the Transaction Type Code drop down
menu
4. Enter Comments as necessary
5. Update the Obligation End Date and Project End Date
6. Click Submit
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11. Amendments
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12. Amendments - Current State
2. Review
Amendment
3. Amend
account in
KFS
4. Amend
account in
Account
Explorer
1.
Amendment
received
from funding
agency
5. Send
notification
of amended
account to
PI/Dept.
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13. Amendments - KC
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2. Review
Amendment
3. Edit Award
in KC
4. If
applicable,
create and
submit time
& money
document
1.
Amendment
received
from funding
sponsor
5. Edit
account in
KFS
6. If
applicable,
create,
submit, and
post award
budget in KC
7. If
applicable,
submit KFS
budget
allocation
document
8. Send
notification
of amended
award to
PI/Dept

14. Review the Amendment
 Locate the existing Award document
 Review the Amendment/notification and Award
document
 Determine if there is a need to request additional
information or documentation from the PI
• Budgets
• Compliance approvals
• Subawards
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15. Edit the Award document
 From the KC Award document, click edit
 Make necessary changes
 Attach the Award notice
 Submit the Award document
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16. Update Time & Money Details
 Click time and money
 On the Award Hierarchy panel, Transaction Type
Code field, select Continuation (Amendment) from the
drop down menu
 Enter Notice Date and Comments, if any
 Update dates and amounts and click submit
 Edit the Account in KFS and submit into routing
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17. Update Budget Details
 If the modifications require a new budget, click the
Budget Versions tab
 Add a new budget in the Budget Versions panel
 Open the new budget and enter the new information
 When complete, from the Budget Actions tab, click
submit
 Post the budget to create the KFS budget reallocation
document
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18. Send Notifications
Via email or notifications on the Award Actions tab:
 PI of details related to the modified account, including
details of change
 Cash management personnel of account modifications
 Reports Personnel of reporting modifications
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19. Changes Requiring
Sponsor Approval
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20. Changes Requiring Sponsor Approval -
Current State
2. Review
account for
agency/
university
requirements
3. Send
request to
agency for
change
4. Process
amendment
or notify PI of
disapproval
1. Request
for change
received
from PI/unit
5. If
approved,
amend
account in
KFS
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6. Amend
account in
Account
Explorer
7. Send
notification
of amended
account to
PI/unit

21. Changes Requiring Sponsor Approval –
KC
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2. Review
award for
sponsor/
university
requirements
3. Send
request to
sponsor for
change
4. Amend
award in KC
based on the
sponsor reply
1. Request
for change
received
from PI/unit
5. If
applicable,
amend
account in
KFS

22. List of Items Requiring Sponsor Approval
 The changes listed below may require sponsor approval,
depending on the sponsor and their specific guidelines
• Revised Budget
• Change in Personnel
• Change in Scope of Work
• Request for Carryover Funds or Unobligated Balances
• Addition of, or changes to Subawards
• F&A Rate Adjustments
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23. Processing Requests
 The steps for requesting approval from the sponsor is
very similar to the current process
 Actions taken after a denial are the same as steps
currently used
 Actions taken after an approval will vary and are based
on the actual process requested
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24. Review the Change Request
 Locate the existing Award document
 Review the change request and Award document
 Determine if there is a need to request additional
information or documentation from the PI
• Budgets
• Compliance approvals
• Subawards
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25. Rebudgeting
The Rebudgeting process is required when the
distribution of funds needs to be shifted from one budget
category to another and the total award amount does not
change.
 In KC, editing a budget can only be done with budget
versions that have a “final” document status
 Only one budget version can be in process at any
given time
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26. Create a New Budget Version
 From the Budget Versions tab, add a new budget
 Open the new budget and enter the new information
 When complete, from the Budget Actions tab, click
submit
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27. Send Notifications
Via email or using the Notification option on the Award
Actions tab:
 PI of the approved details related to the change request
 Cash Management personnel of account modifications
 Reports Personnel of reporting modifications
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28. Award Activity Exercises
 Use the handouts provided to practice what’s been
presented today
 We are here to help!
 Please don’t hesitate to ask questions
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29. For more information
 The following materials are available at http://ra-
project.vprgs.msu.edu/user-education-and-resources to
aid you in modifying awards:
 Modifying an Award budget job aid
 Creating Award Hierarchies job aid
 Updating to Report Tracking Information job aid
 Updating to Report Tracking Information video
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30. After today’s class you will
1. Be more comfortable navigating the KC system
2. Will have a better understanding about new
processes
3. Back at your office you will be able to use the
classroom exercises to get your work done in KC
4. Know who to ask for help
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31. Questions?
Thank you for your attention and participation!
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